How it works
How tag rules work
A tag rule tags everyone it holds for and untags them when it stops holding. When rules run, who they look at, every condition, and what they never touch.
Who this is for: Anyone with “Dynamic tag rules” (by default: Administrator).
A tag rule tags members automatically from what they do and who they are: courts booked, classes attended, how long they have been a member, their age, how they pay, and more. Each rule has one tag, who it looks at, and up to five conditions. While all of its conditions hold for a person, they have the tag; when they stop holding, the tag comes off. The rules are on , Tag rules tab.
The tags rules give are ordinary tags: they show on the member list and the member's page, they can be filtered on, a message can be sent to them, and reports can count them. They are marked ⟳ so you can tell them apart.
Who can use them
Making, changing and running rules is for the Administrator by default. Your club can give it to other roles on Roles & permissions. Seeing the names behind a rule's count also needs the permission to see members; without it, a rule shows its counts only.
Everyone who can see members sees the tags. A rule about age or money is marked Says something about age or Says something about money, because its tag tells everyone who can see members something about that person.
When rules run
- Every night, once, between 2am and 6am club time, every switched-on rule runs.
- Run now runs every switched-on rule at once. Only one run happens at a time.
- A new or changed rule does nothing until the next run. Saving it says Rule saved. It runs tonight, or press Run now.
Each run looks at everyone afresh. A person who starts to meet a rule's conditions gets the tag; a person who stops meeting them loses it.
Who a rule looks at
| Choice | Who |
|---|---|
| Members (current and awaiting renewal) | Active members, including those whose expiry has passed. The usual choice. |
| Current members only | Active members whose expiry has not passed. |
| Everyone with a membership record (any status) | Every member, Lapsed, Suspended and Cancelled included. |
| Everyone with a contact record | Everyone on the list, contacts included. |
The conditions
Each condition has its own settings, such as which sport or how many days. A rule's conditions must all hold; to tag people who meet either of two things, make two rules with the same tag.
| Area | Condition | Holds when |
|---|---|---|
| Courts | Has ever booked a court (a sport, or any) | They have any booking that was not cancelled. |
| Courts | Booked a court in the last N days | A booking falls in the last N days. |
| Courts | Booked courts before, but none in the last N months | They have bookings, but none in that time. |
| Classes | Has ever booked a class (a class, a kind of class, or any) | They have ever had a place in one. |
| Classes | Attended N or more sessions in the last M months | They were marked as having come to at least N. |
| Membership | Joined in the last N days | Their joining date is in that time. |
| Membership | Member for N or more years | They joined at least N years ago. |
| Membership | Membership expires in the next N days | Their expiry is from today to N days ahead. |
| Membership | Membership type is one of … | Their type is one of those chosen. |
| Age | Under N today | Their date of birth says so. |
| Age | Turns N within the next M months | They are under N now and will be N within that time. |
| Age | Household includes a junior member (under 18) | Anyone in their household is a member under 18. Everyone in that household is tagged. |
| Payments | Pays membership monthly | They pay monthly. |
| Payments | N or more monthly payments missed, or an invoice D or more days overdue | Either is true. Set either number to 0 to leave it out. |
| Bar and shop | Charged to their bar account in the last N days | They charged a purchase to their account at the till in that time. |
| Competitions | Entered a competition in the last N months (a sport, or any) | They are in a competition's entries from that time. |
| Their email address is blocked | Messages to their address bounced or were marked as spam. |
Some details:
- Cancelled bookings never count. Bookings brought in from the club's old system count, except future weeks of its regular programme that were copied in with them.
- Someone with no date of birth or joining date on record never meets a condition about age or years.
- Money conditions follow the person an invoice or charge is addressed to. A household's monthly invoice is addressed to its head, so a missed month tags the head.
What a rule never does
- It never takes off a tag given by hand. If someone already had "Pennant" from the office and a rule also gives "Pennant", the rule marks it ⟳ but never takes it off. Taking off a tag a rule gave, by hand, only lasts until the next run, unless the rule changes.
- Switching a rule off or deleting it takes its tags off everyone at the next run, except anyone who was also given that tag by hand, or who still gets it from another rule.
- Nothing about a rule, or the people it finds, is sent to an AI model. Rules are worked out by Sports Club OS alone.
- Nobody is told. Being tagged sends no email or message.
What a run changed
Each run is listed under Recent runs, for example Nightly, 23 Oct 3:05 am: 4 added, 1 taken off, 5 people changed. Press a run to see, rule by rule and tag by tag, who was Added and who was Removed, with their names for those who may see members. The last 30 runs are kept.
Limits
A club can have 50 rules, each with up to five conditions. A tag is 40 characters at most.
See Make a tag rule for the steps.
Last checked in release 2026.10.23, on 23 October 2026.